10/26/2010 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2010 OCTOBER 26,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Arthur Voaden SS Guitar Ensemble V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS V
a.Travis Cudney,2010 Champion Child
b.Susan Grieve and Betty Eady Havers,Teachers'Wall of Fame
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.ADMINISTRATIVE PRESENTATIONS
a.Report of Summer School 2010 M
b.Summer Literacy V
11.MINUTES OF THE 2010 OCTOBER 12 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a. Interim Financial Reporting M
b. Annual Report on the Summer Institutes &Literacy Numeracy Secretariat (LNS)M
Summer Program,August 2010
c.Homework Guideline ••'M
14.REPORTS OF COMMITTEES
a.Thames Valley Parent Involvement Committee (TVPIC)Update V
b.Special Education Advisory Committee,2010 October 4 M
c.Audit Committee,2010 October 19 M
d.Chairs'Committee,2010 October 20 M
e.Committee of the Whole - In Camera,2010 October 26 V
15.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
c.Ministry of Citizenship &Immigration re Grant for Adult Non-Credit Training M
Program
16.NOTICE OF MOTION
17 MOTION -NOTICE OF WHICH HAS BEEN GIVEN
a.Trustee J.Stewart re Commencement photography M
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS V
20.ADJOURNMENT V
r
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2010 OCTOBER 26
The Board met in regular session on 2010 October 26 inthe Board Room at the Education Centre,
meeting In public session at 7:00 p.m. to 10:00 p.m.The following were in attendance:
TRUSTEES
T.Roberts (Chair)
J.Bennett
J.Daniels
S.Doub
F.Exiey
T.Grant
G.Hart
W.Huff
P.Jaffe
B.Murray
ADMINISTRATION AND OTHERS
B.Tucker S.Hughes
K.Dalton M.Moynihan
L.Elliott V.Nielsen
B.Greene M.E.Smith
M.Sereda B.Sonier
C.Bourbonnais-MacDonald P.Tufts
K.Edgar K.Wilkinson
L.Griffith-Jones K.Bushell
8.Peters
S.Polhill
P.Sattler
J.Stewart
R.Tisdale (via
teleconference)
S.Christie
R.Hoffman
D.Rajala
B.Strong
K.Young
S.Young
L.Baines
K.Meeson
1.CALL TO ORDER.
Board Chair T.Roberts called the meeting to order at 7:00 p.m. A verbal role call was conducted
in accordance withBoard policy as Trustee R.Tisdale participated by teleconference.
2/3 O CANADA AND SPECIAL MUSICAL PRESENTATION
The singingofthe nationalanthem was led bythe ArthurVoaden Secondary School Guitar
Ensemble followed byfive selections directed by Teacher James Callowhill.
4.APPROVAL OF AGENDA
The agenda was approved on motionof F.Exley,seconded byW.Huff.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.Travis Cudney,2010 Champion Child
Supt.B.Sonier advised that the Children's Miracle Network Champions program honors
remarkable children from the United States,Canada,Ireland,the United Kingdom and
Australia who have triumphed despite severe medical challenges.
Grade 1 Harris Heights Public School (Ingersoll)student Travis Cudney was honoured as a
Champion Child at a ceremonyhosted by Children's Health Foundation,in partnership with
Walmart and Children's Miracle Network.
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6.RECOGNITIONS -cont'd
a.Travis Cudney,2010 Champion Child -cont'd
In July 2006,Travis was diagnosed with Hemolytic Uremic Syndrome (HUS).HUS Is a child-
specific disease caused by E. coll bacteria which can have severe complications or result In
death.
Travis unden/vent extensive treatments,including surgery at the Paedlatric Critical Care Unit
at Children's Hospital, London Health Sciences Centre.Unfortunately,blood clots brought
about by HUS reached his eyes,causing blindness.However, Travis Is an independent boy
who has not let his blindness limithim inany way.
Travis is also an ambassador in his school - visiting classrooms to educate students on what
It means to be blind,and to encourage acceptance.His mother advised that he will be
travellingwith his familyto Ottawa and Florida to meet other Champion Children awarded this
past year and thanked the Board for Its recognition of Travis and his accomplishments.
b.Susan Grieve and Betty Eady Havers,Teachers'Wall of Fame
Supt.L.Griffith-Jones and Supt. S.Hughes recognized and introduced Betty Eady Havers
and Susan Grieve, two Thames Valley DistrictSchool Board elementary teachers,who were
inducted into the Teachers'Wall of Fame at a ceremony In London ori Worid Teachers'Day,
Tuesday,October 5, 2010. They were selected bya panel of representatives of the Faculty of
Education,the London Public Library,the Boys'and Giris' Club of London and the London
Children's Museum.
Established In 2004,the Wall of Fame Is a permanent reminder of the dedication and
commitment of teachers and Is celebrated each year on Worid Teachers'Day.Nominators
are invitedto describe why a special teacher should join the wallof outstanding educators,
housed at the main branch of the London Public Library.
Students and colleagues who nominated Ms. Havers spoke of her magical ability to make
every child feel special,worthy and successful.During her 36-year career,she coached more
than 30 teams to victory.
Throughout Ms.Grieve's career as a senior elementary school teacher,she has been a
strong supporter of differentiated instruction, recognizing every child as a unique Individual
with their own learning style and learning needs.
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair Roberts extended congratulations to trustees on their success inthe municipal elections.
9.DIRECTOR'S ANNOUNCEMENTS
Director B.Tucker announced that a retirement event in recognition of Board Planner Gil Owens
was being held on October 29 from 2:00 p.m. to 4:00 p.m. in the London Room with
presentations scheduled at 3:00 p.m.
10.ADMINISTRATIVE PRESENTATIONS
a.Report of Summer School 2010
Supt. Hughes introduced Adult,Alternativeand ContinuingEducation Vice-PrincipalsS.
Johnson and G. Wimmer who provideda summary ofstatistics relatingto the various
programs and resources offered during Summer School 2010.
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10.ADMINISTRATIVE PRESENTATIONS -cont'd
a.Report of Summer School 2010 -cont'd
The Summer School report outlined the following information for the trustees:
Summer School Sites;
Summer School Administrative Team;
Enrolment by Site;
Enrolment by Program;
Retention by Program;
Improvement Credit Enrolment;
New Credit Enrolment;
Specialized Summer School Programs - "High School,Here I Come!"and "Summer
Cooperative Education";
Directions for Summer School 2011.
The list of "Quick Facts about Summer School 2010"included:
Summer School 2010 programs ran In25 Board facilities.
Programs were delivered by 140 teaching staff, 7 supervisors,7 support staff,and 3
administrators.
Total expenditures related to Summer School 2010 were $650,952.
New Credit programming was expanded in 2010 to include four sites in communities
outside the city of London (St.Thomas,Strathroy,Tillsonburg,and Woodstock).
1667 new credits (1622 full credits and 90 half credits)were earned by students attending
Summer School 2010.
457 Improvement credits were earned by students attending Summer School 2010.
72 Grade 9 students successfully completed an "Improvement Credit" in math and 17
Grade 9 students successfully completed an "Improvement Credit" in English, allowing
them to remain in sync with their Grade 9 cohort.
30 students registered for the 0LC40 course and 27 were successful,allowing them to
meet the literacy component for graduation.
43 students participated in an Alternative Education program offered at the St Leonard's
Society building;21 successfully completed the program.
174 at-risk students from across the Thames Valley participated in the Summer Revive
Cooperative Education program;157 students successfully completed the program each
earning two credits and receiving paid summer employment.
124 students completed the Grade 7/8 Literacy program and 111 students completed the
Grade 7/8 Numeracy program.
717 students participated in the High School,Here I Come!!program at 17 secondary
schools throughout the Thames Valley.
A total of 3374 students participated in Summer School 2010 programs.
During the ensuing discussion,the following comments/questions were raised:
Information on summer school programming will be provided to guidance counsellors
earlier than in the past so that students can decide on the courses they want to take and
families can make plans for transporting those students to program locations;
summer school and self-study (e-learning)are cost recovery programs and are not fully
funded by the Ministry of Education;
the program offerings for summer school are handled in the same manner as they are in
secondary schools.I.e. a course calendar is Issued outlining course options;however,not
all will offered if student registration numbers for those courses are low;
many students enrol in new credits courses during summer school to achieve high marks
required for university admission;
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10.ADMINISTRATIVE PRESENTATIONS -cont'd
a.Report of Summer School 2010 -cont'd
Information about the "HighSchool, Here ICome"program (for Grade 8 students entering
Grade 9) is provided via Grade 8 Information Nights that all secondary school host -parents
can also provide their e-mail addresses to receive information directlyfrom Adultand
Continuing Education.
b.Summer Literacy
Exec. Supt.L.Elliott introduced J. Bruce {Principal, Ryerson P.S.),Riley Culhane (Principal,
Chippewa P.S.) and Peter Dawson (Vice-Principal, Lord Elgin P.S.) who co-ordinate the Board's
Summer Literacy program at nine schools In the District. A hard copy of the PowerPoint
presentation was provided.
Trustees were advised that the program was developed for Grade 1 students who were invited to
participate ifthey finished the past school year reading and writing at a lower grade level than
anticipated.There was a three-week focus on reading and writing so the students could be better
prepared when regular classes began in September.Invitations to participate were sent home in
late May or early June,and parents then confirmed their child's attendance at one of the summer
sessions.Sites were selected based on available space,technology (e.g. SMART boards)and air
conditioning.
Students had access to a libraryand parents learned strategies on how to help their children
become better readers and writers. The program, which has run since 2005,added a new
component this year.It Invited parents to attend on certain days,where they participated withtheir
children in literacy activities and returned home withsmall kits of games and other activities to
continue practising their skills.
The students were assessed on reading and writingskills when they entered the program and
when they completed it.In addition, an anecdotal report was sent home and to the home school
outlining the progress the student made.
New this year was a pilotproject called "1 Can Read,"where the classroom teacher was partnered
witha speech and language pathologist to work witha smaller group of students who were
reading at the lowest levels, buildingthe blocks of better reading and writing.On-site child care
was offered to allow parents with younger childrento participate. The Board will be tracking these
students as they return to Grade 2 intheir home schools to see whether the program has made a
difference In their reading and writing In that grade and beyond.
A summer Numeracy program was offered at two sites for grade 2 students who were struggling
withnumeracy skills.Eligible students were identified at each school byGrade 1 teachers,then
the parents of these students were contacted.The program ran for three weeks, mornings only,
with small class sizes.
A briefvideo was shown of the some of the activities of the students during the Summer
Literacy/Numeracy program.The program co-ordinators indicated that one of the greatest benefits
for students was that they see themselves as readers at the end of the program.
Exec. Supt.Elliott advised that this program was fully funded bythe Literacyand Numeracy
Secretariat Ontario Focussed InterventionPartnership (OFIP)Initiative withthe exception ofthe
parent involvement portion.
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11.MINUTES OF THE 2010 OCTOBER 12 BOARD MEETING
a.Confirmation of Minutes
The minutes of the Regular Board Meeting of 2010 October 12 were approved on motion of T.
Grant,seconded by P.Jaffe.
b.Business Arising from the Minutes -none.
12.STUDENT TRUSTEES'UPDATE
Student Trustee B. Murray reported that she and Student Trustee J.Daniels held the first Student
Council meeting of the new school year on October 21,2010.In attendance were 15 students
representing 8 secondary schools. The discussion includedtopics such as suggestions for
improving communications between student trustees and students,and local school student
council constitutions and structures.The next meeting was scheduled in January,2011.
Student Trustee J.Daniels reported that he was interviewed on Fanshawe College's radio
statement (106.9 The X -CIXX-FM)regarding the role of student trustee.
13.REPORTS FROM THE ADMINISTRATION
a.Interim Financial Reporting
Exec. Supt.B.Greene reported that the Board's auditor,Deloitte,had completed preliminary
work on the Board's financial statements for the previous school year. The Ministry of
Education deadline for submitting financial statements Is November 15,2010;however,staff
have requested an extension as the capital wrap-up was not yet finalized.The statements
were scheduled to be presented to the AuditCommittee on November 16 and to the Board on
November 23.
Exec. Supt.Greene and Manager of Financial Services K.Meeson reviewed the Interim
Financial Report explainingthat the newformat would replace the detailed reports that were
previously presented to the AuditCommittee to provide more meaningful information.
Since the fallof 2007, the Ministry has been conducting operational reviews inall district
school boards across the province. This review was conducted at Thames Valleyin February
2008. The initiative supports the Ministry's goal of increasing confidence and support for
public education. Itsgoal inconductingoperationalreviewsisto provide opportunities for
school boards and the Ministry to work together to build management capacity,ensure
efficient stewardship of resources,share best practices and to identify ways to continuously
improve.
One of the key areas for improvement that impacted the entire sector was the need to
enhance interimfinancial reporting inschool boards. The purpose of interimfinancialreports
is to provide management and the Board withan understanding of the status of the current
year's budget, actual expenditures to date and a projection forthe year. The reviewsfound
that the boards were generally providing monthlyreporting but that the format ofthe financial
reporting varied significantly across boards.
The OperationalReview Advisory Committeerecommended that the Council ofSchool
Business Officials (COSBO)and the Council of Directors of Education (CODE)establish a
workgroup to examinethe contentand form of interim financial reports.The workgroup would
seek input from schoolboards toestablishthe componentsofan effective reportand identify
best practices.
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13.REPORTS FROM THE ADMINISTRATION -cont'd
a.Interim Financial Reporting -cont'd
The Interim Financial Reporting Committee was established early in 2009 and included
participation from several boards together with Ministrystaff.
In September 2009, the Ministry released 2009:SB38 Interim Financial Reporting.Contained
within this memo were the key recommendations of the committee:
1.Establish a reportingcycle at the beginningof the year, sharing the proposed cyclewith
trustees in September;•
2. Provide a minimum of three in-year reports ina consistent format with each report
containing the same performance indicators;
3. Include non-financial performance indicators inthe report (e.g.enrolment and staffing);
and
4. Explain key variances and form conclusions.The committee also recommended
reporting dates of the interim financial reports aligned with Ministry reporting dates and
developed a proposed model or template.Boards can choose to adopt or customize
the suggested templates to suit local needs.
Staff in Financial Services have used the proposed models,templates and schedules to
develop reporting for the Board. The recommended format will be used to report to the
trustees and senior management,effective withthe recommended first interim report date of
January 2011.Included are examples of draft reports that have been developed to date.
These reports reflect the recommendation from the Interim Financial Reporting Committee
and were reviewed with the Audit Committee in September 2010.
In response to a question about the challenge with SEA funding raised by Special Education
Advisory Committee (SEA)members.Exec.Supt.Greene indicated that staff would review It
and work with SEA to determine how this portion of the report could be expanded.
b.Annual Report on the Summer Institutes &Literacy Numeracy Secretariat (LNS)
Summer Program,August 2010
Exec. Supt.Elliott and Learning Supervisor J. Pitman presented the annual report on the
Summer Institutes and LNS Summer Program,August 2010.Trustees were advised that
many dedicated teachers and Program Services staff were involved in the Summer Institute
sessions held over the two-week period of August 16-26,2010.Teachers were either
charged a nominal amount to attend or paid to teach at the sessions.A total of 74 workshops
were advertised Inthe Spring (compared with 109 in2009), ofwhich 60 workshops were
presented,with approximately 570 registrants and 43 presenters overall.Workshops were
held inthe focus areas of Language, Mathematics, the Arts,Information Technology,
Differentiated Instruction,Safe Schools,Second Language,and Special Education.
Most workshops were a full day with some exceptions. For exampIe,TRIBES training involved
four days of training.The most popularworkshops again this year were the SmartBoard
sessions.Because of the overwhelming response for SmartBoard training.Information
Technology Co-ordinators offered 22 workshops for 280 participants.
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13.REPORTS FROM THE ADMINISTRATION -cont'd
b.Annual Report on the Summer Institutes &Literacy Numeracy Secretariat (LNS)Summer
Program,August 2010 -cont'd
In addition,the Literacy and Numeracy Secretariat funded workshops which were offered again
this summer,held simultaneously with the Summer Institute workshops.Each of these two-day
workshops were shortened forms of the Lead Teacher training series of workshops held 4 years
ago.Registration numbers for Literacy were:
•Combined Grades:Literacy Strategies to Reach a Range of Learners in Gr 1-6 - 51
•Grade 4-6 Connecting Oral Reading,Writing &Media - 47
Grades 4-6 Reading as Writers,Writing as Readers -37
•Primary Writing -54
Numeracy registrations were:
Junior Number Sense -Teaching Basic Facts and Multi-digit Computations -17
K-3 Geometry &Measurement -24,
K-3 Number Sense &Numeration and Patterning &Algebra - 40,
Making Math Accessible to All Junior Math Students -Differentiated Math instruction - 35,
Teaching Through Problem Solving - So What Do 1 Do ina 60 Minute Math Block? - 51.
This represented a total ofapproximately 360 participants,some teachers having attended more
than one of the sessions.
c.Homework Guideline
Exec. Supt.L.Elliott introduced Stoney Creek P.S. Principal S.McCombe and H. B.Beal S.S.
Vice-Principal C. Braywho provided leadership in reviewing and updating the TVDSB Homework
Guideline document.
Inthe spring 2009, the Thames Valley District School Board partnered withthe LondonCatholic
DistrictSchool Board to develop joint parent,student and teacher surveys on the topic of
homework. This web-based survey was put on the websites of both boards.Just over 1000
parents, 830 students,and 728 teachers responded to each of the applicable surveys. The results
are outlined inAppendixAof the report. In May2009, a jointforumwas held to discuss the topic
of homework.
In the fall 2009,a Homework Committee was established with the mandate of developing a
revised guideline.Representatives fromthe following groups met throughout the past school year
to develop a guideline:Elementary and Secondary Principals and Vice-Principals,Program
Services staff,Research and Assessment staff,OSSTF,ETFO,and trustees.The committee
was chaired by PrincipalMcCombe. Current educational research on homework, the TVDSB
survey results, and a reviewof homework guidelines and policiesfromother Ontario boards
provided key informational content for the TVDSB Homework Guideline. The draft guideline was
presented to Administrative Council,TVPIC,and the LearningAgenda for Information and input.
During discussion of the document,trustees considered whether the guideline should include
reference to the number of maximum minutes of homework to be assigned within each of the
grade segments outlined inthe charts oh pages 4 and 5 ofthe document.
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13.REPORTS FROM THE ADMINISTRATION -cont'd
c.Homework Guideline-cont'd
14.
Director B.Tucker agreed to present the guideline to Administrative Council to discuss referring it
to PolicyWorking Committee and conversion to a Board policyand procedure.He noted that the
Homework Guideline was being developed in tandem with the Growing Success document.
Exec.Supt.Elliott advised that, in terms of homework,the Growing Success evaluation document
states that homework should not be graded and used for assessment purposes.It should be
intentional and match what the teacher presented during the day, reflecting what was happening
in the classroom.In addition, It was important to understand that marking student work should not
be confused with feedback from teachers which can be relayed in many forms.
A report will be presented to the Board in November on Report Cards,at which time more
information would be shared on student assessment.
REPORTS OF COMMiTTEES
a.Thames Valley Parent Involvement Committee (TVPiC)Update -none.
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2010 October 04
6:40 p.m.-8:30 p.m.
ADMINISTRATION AND OTHERS
L.Carswell,Elementary Principal
K.Edgar,Superintendent of Education,
Special Education
J.Johnston,Learning Supervisor,Special
Education
MEMBERS
M.Barbeau,VOICE for the Hearing Impaired
Children
8.Fiddes,Alternate,Autism Society Ontario
S. Fox,Children's Aid Society of London &
Middlesex
J. Gritzan (Chair),Thames ValleyChildren's Centre V.Towell,Secondary Vice-Principal
D. Smith,Thames Valley Council of Home and
School Assoc.
T.Grant,Trustee
R.Tisdale,Trustee
T.Roberts,Trustee
W.Rodic,Vanier Children's Centre
J. Wright, Autism Society Ontario
G.Young,The Learning Disabilities Assoc.of
Ontario
Guests:J.Schaffer,VIEWS,
P.Venesoen,TVDSB
C.Haskett,Alternate,Assoc.for Bright
Children
Regrets:R.Culhane,Elementary Principal, D.Ensing,Assoc.For BrightChildren (London &Area)
S. Wilson, Community Living Education Committee,A. Morse,Easter Seal Society, A.
Loebus,London Down Syndrome Association,J.Bennett,Trustee,J.VanBommel,
Secondary Principal
Absent:B.Harvey &Alternate,Epilepsy Support Centre,A.Morell,TVPIC
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14.REPORTS OF COMIUIITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
1.Call TO Order
The meeting was called to order at 6:40 p.m. In the London Room at the Education Centre.Chair
Gritzan Introduced G. Young,Alternate for The Learning Disabilities Association of Ontario,C.
Haskett,AiternatefortheAssociation for BrightChildren, P.Venesoen,Research and Assessment,
Thames Valley District School Board, J.Schaffer,an observer from Views,and Chair of the Board,
T.Roberts.
2.CONFIRMATION OFAGENDA -The agenda was confirmed as printed.
3.Conflicts of interest -There were no conflicts of interest declared.
4.SEA Parent Survey
J.Johnston updated the committee on the SEA Action Plan from the previous year to conduct a
parent survey regarding the level of satisfaction related to lEP's (Individual Education Plan). SEA
decided to conduct the survey with one secondary school and two of its feeder elementary schools
In north London.P.Venesoen from TVDSB Research and Assessment was Introduced to present
the findings of the survey. Mr.Venesoen described the survey tool and process used that resulted
ina 27%response rate.He cautioned that the results should be interpreted with caution due to the
lower rate of return and the small population surveyed on this pilot project.
Mr.Venesoen explained that parents of students on lEP's from the three schools were Invitedto
participate in the survey between April and May of 2010.It was noted that all comments will be
categorized ina full report prepared by Research and Assessment.There were five sections tothe
survey:Awareness and Knowledge,Process,Content,Challenges and Ability and Beliefs.
SEAaction plan development forthe 2010-2011 school year will be added tothe November agenda
and a decision will be made regarding the value of Implementing the survey action plan across
more schools.
d:Smith suggested more needs to be done to ensure that parents are aware of and receive the
lEP and IPRC Resource Guides.Superintendent K.Edgar noted the Resource Guide Is not
distributed every year,however Itis available online. S. Fox explained that 50% ofthe Crown Wards
are on lEP's and therefore the survey would be sent to the Foster parent. T.Grant suggested
consideration be given to reducing the size of the survey.Mr.Venesoen noted that should the
survey be continued,data should be collected and examined after one year.
T.Grant expressed appreciation to Mr.Venesoen and Research and Assessment forthe dedication
and work completed on this pilot project.
5. Minutes of Meeting from 2010 September 13 -The minutes were approved as printed.
6.Business Arising From the Minutes of 2010 September 13
K.Edgar distributed a copy of the advertisement forSEA nominations and explained that a letter
will be sent to organizations currently on the committee,as well as noting the current term is over
as of 2010 November 30. Applicationsare to be submitted to S. Christie,Supervisor of Corporate
Services by 4:00 p.m. on 2010 October 22.
R.Tisdale advised ofa change inthe Board meeting schedule,noting a special meeting will be on
2010 December 1,the inaugural meeting on 2010 December 7 and a regular meeting on 2010
December 14.
K.Edgar noted the last SEA meeting ofthe current term is 2010 November 2.There will be noSEA
meeting in December this year. Anadditional meeting will be scheduled between January and June
2010.A letter will be sent to the SEA members for the next term from the Corporate Services office.
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14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
6.Business Arising From the Minutes of 2010 September 13 -cont'd
T.Grant noted that the CCAC letter was not sent due to a memo that was recently received from
South West CCAC regarding wait-listed children for school health support services.Highlights of
the memo were reviewed including:the release of all Priority 3 OT, PT and Speech referrals and
Priority4 OT, PT and Speech referrals for children age 6 and under; Priority4 referrals overtheage
of6 will remain on the wait-listand all Priority3 and 4 referrals received from 2010 October 1 and
onward will be placed on the wait-list;all services released will be completed and discharged by
2011 March 31;previously services may have been offered over 2 or even 3 school years;ranges
for visits for service released from the wait-list will be 2 to 8 for OT,2 to 8 for PT and 2 to 12 for
Speech.After 12 visits,the child is discharged and must be re-referred by the school.L.Carswell
noted the process to re-refer a child to CCAC is exceptionally long.
It was agreed the CCAC letter sub-committee would rewrite the letter to Incorporate the points in
the new memo and it will be sent out as a letter of concern.K.Edgar and Director Tucker will be
attending a meeting with CCAC on 2010 October 29 to discuss concerns,it was explained that
CCAC services children with voice or resonance difficulties,while the Board services children with
language difficulties.Children who stutter,have difficulty with articulation or are non-verbal may
be serviced by CCAC or the Board depending on parameters or level of difficulty.
7.SEA (Special Equipment Amount)Funding Update
J.Johnston reminded the committee that the Ministryis funding school boards for SEA based on
50% ofthe amount spent 2 years ago, 40% ofthe average ofthe claims from the previous 3 years
and 10%of provincial claims.Two years ago, the Board's SEAwas $1.2 million whilelastyear there
was a push to put assistive technology in the hands of those students who would benefit from it and
the S^amount was $2.1 million.There are already success stories In the classroom because of
the Implementation of assistive technology,especially in the ISC (Intensive Support Classes).There
is a concern this year with SEA funding as it will be based on 50%of $1.2 million rather than 50%
of $2.1 million. It was noted that the Ministry has scheduled a meeting on 2010 October 12 to
discuss special education funding and SEA funding will be discussed.An example of a success
story was described where 8 of 12 ISC students receiving new assistive technology experienced
a 10%Increase inEQAOresults. Approximately half ofSEA isfor hardware le.laptops and half for
software ie. voice to text or text to voice software.Eighty-five percent of provincial SEA claims are
computer technology related.
R.TIsdale requested a before and after example of student improvement using assistive
technology.
8.Mental Health and Wellness Strategy Update
K.Edgar reviewed the executive summary handout prepared by Dr. B.Evans.It was noted that 1
in 4 children experience some type of mental health issue from depression to anxiety, eating
disorders and much more daunting needs.The new Physical Education and Health curriculum also
contains,forthe firsttime, significant mention of mental health and wellness.The 4 buildingblocks
of the Mental Health and Wellness Strategic Plan plan are:
Review of recent literature and reports relevant to school based mental health;
Mapping of current mental health programs and services in the Board;
Engagement of key stakeholders:emergent themes;and
•Teacher survey of mental health literacy and capacity.
The literature review has been completed.Data relevant to the Board's current programs and
services is being collected.Between 20 and 30 stakeholder focus groups have been held and
documented (includingopinions of students,parents,administrators,agencies.First Nations,M^tis
and Inuit representatives).Asurvey ofover3,900 Thames Valleyteachers on mental health literacy
and capacity to deal with mental health issues in the classroom has been conducted.
v_
-11-
14.REPORTS OF COWIWIITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMWIITTEE -cont'd
8.Mental Health and Wellness Strategy Update -cont'd
The results are continuing to be analyzed.Circulationofthe draft report and further consultation will
take place to refinethe plan and develop the recommendations.Itis hoped that the final plan will
be available in 2010 December.
Dr.B. Evans will be Invited to attend the November or January SEA meeting to do a presentation
on the Mental Health and Wellness Committee Strategic Plan.
9.Special Education Report
The Special Education Report demo was deferred to the November meeting.
10.Forum Association Updates
The Learning Disabilities Association ofOntario Isholdingan after school program calledTransition
Program at Sir Frederick Banting S.S.
T.Roberts thanked SEA for their careful consideration,hard work,and sound recommendations
over the past 4-year term.
11.Future Meeting Dates
Tuesday 2010 November 02 (11:45 -3:00 p.m.)Last meeting of this term
2010 December No Meeting This Month
Tuesday 2011 January 04 (11:45 -3:00 p.m.) Election of SEA Executive
Tuesday 2011 February 01 (11:45 -3:00 p.m.)
Tuesday 2011 March 01 (11:45 -3:00 p.m.)
Monday 2011 April04 (6:30 -9:30 p.m.)
Monday 2011 May 02 (6:30 -9:30 p.m.)
Tuesday 2011 June 07 (11:45 -3:00 p.m.)
12.FUTURE AGENDA ITEMS
Additional meeting between January and June 2011.
Before and after example of student improvement using assistive technology.
Mental Health and Wellness Strategic Plan Presentation by Dr. B.Evans.
Board Improvement Plan.
-Five Minute Member Presentations.
SEA action plan development for the 2010-2011 -Parent Survey (November).
13.ADJOURNMENT -The meeting adjourned at 8:30 p.m. by motion.
RECOMMENDATIONS:none
:jm J.GRITZAN
Chair
-12-
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE AUDIT COMMITTEE 2010 October 19
3:00-4:10 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Grant,R.Tisdale B.Greene S.Christie
(Chair)K.Meeson
S.Peters T.van
Pinxteren
Regrets:R.Robertson
1.APPROVAL OF AGENDA-The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.ONTARIO REGULATION 361/10-EDUCATION ACT HE AUDIT COMMITTEE
Executive Superintendent B.Greene reviewed Ontario Regulation 361/10 under the
Education Act and the process to establish board Audit Committees.He noted that if the
Board is unable to fill the five positions,the Minister of Education may appoint a person to
each vacant position. He noted that itis not necessary for community members to have a
legal background but they must have accounting,financial management or other relevant
business experience that would enable them to understand the accounting and auditing
standards applicable to the board.It was noted that Committee members have access to all
board financial records that are examined by the internal or external auditor.
Under the Regulation,the Chair of the Committee must be elected at the first meeting of the
committee in each fiscal year,i.e. at the September meeting annually,and must be a Board
member.The term of a Board member shall not exceed four years and the community
member terms are not to exceed three years.
Members of the committee vacate their seat if absent from two consecutive regular meetings
of the committee if the committee has not authorized those absences by a resolution at the
first regular meeting of the committee that follows the second absence.
The duties of the Audit Committee as described in the Regulation were discussed.They
include a more formalized process to review board finances related to the reporting process,
the board's internal controls,duties of the board's internal and external auditors,compliance
matters,risk management,reporting to the board on the committee's performance,an
annual report on the board's multl year plan,and posting the Regulation on the board's
website.
The Committee must meet a minimum of three times per year and members are subject to
the Code of Conduct that applies to board members.They are not to receive remuneration
for serving on the Committee but may receive an honorarium and expenses incurred.It was
noted that the Board does not reimburse members for serving on its committees.
Members are to submit a written declaration of conflict of interest to the Chair of the
Committee when they are appointed and at the first meeting of the Committee in each fiscal
year.If a member or the parent,child or spouse could derive any financial benefit relating to
an item on the agenda for a meeting,the member must declare the potential benefit at the
start of the meeting and withdraw from the meeting during discussion of the matter.The
member is not to vote on the matter.
It was suggested that a checklist of committee timelines and operating norms be established
and provided with the agenda of each meeting.
-13-
14.REPORTS OF COMWIITTEES -cont'd
c.REPORT OF THE AUDIT COMMITTEE -cont'd
3.ONTARIO REGULATION 361/10-EDUCATION ACT RE AUDIT COMMITTEE -cont'd
A one-page information sheet will be prepared attaching pertinent documents related to the
Committee's operation. It will be provided to various Board stakeholders and posted to the
Board's website.
It was noted that an advertisement will be placed in local newspapers seeking community
members with a recommendation going to the Board for appointment at the December 14
Board meeting.The positions must be advertised for 30 days.Exec. Supt.Greene will email
the ad to the Committee.
The Committee will be in place effective January 1,2011.
4.REGIONAL INTERNAL AUDIT UPDATE
Interviews will be held on October 22 for the regional internal auditor position.
5.OTHER BUSINESS-none
6.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2010 November 16 at 3:00 p.m.
7.ADJOURNMENT -A motion to adjoum was approved at 4:10 p.m.
RECOMMENDATIONS:none
d.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS
T.Roberts (Chair)J.Bennett
T.Grant J.Stewart
RUTH TISDALE
Chairperson
2010 October 26
10:32-12:30 p.m.
ADMINISTRATION AND OTHERS
K.Dalton S.Pullam
S.Christie
1.APPROVAL OF AGENDA-The agenda was approved by motion..
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2010 OCTOBER 26 BOARD AGENDA
The agendas for the in-camera and public Board meetings of October 26,2010,were discussed
and updated.It was suggested that a presentation to the Board be planned regarding rooftop
solar systems.
4.CORRESPONDENCE
A letter from Ministry of Citizenship and Immigration regarding the 2010-11 Adult Non-Credit
Language program was added to the Board agenda under "Communications".
A letter from the Ministry of Education regarding Appointment and Suspension or Dismissal of
Supervisory Officers will be included inthe taistees'information packages.
-14-
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
5.NEW TRUSTEE ORIENTATION
Chair Roberts indicated that new trustees will be invited to attend an orientation session on
November 9 from 4:00-6:00 p.m. at which time they will meet withthe Director, sign their Oath
and Declaration and receive an overview of Board protocols.He noted that following the
election,trustee mentors will be assigned to the new trustees.
New trustees will be invited to attend dinner following the orientation session with the current
trustees and the Senior Administration,as well as the Board meeting at 7:00 p.m. If necessary,
an In-camera meeting will be held following the public Board agenda.On November 18, the
Ministryof Education is also planning to hold an orientation session for trustees.
The Trustees'Assistant requested that the New Trustee Handbook be updated.It was
suggested that it be prepared in duo tang folders for ail trustees.
The communication equipment needs of trustees were discussed,e.g.telephones,laptops,
blackberries,fax machines.The need for trustees to have laptops was discussed as well as the
viability of issuing fax machines.It was agreed that the Manager of IT will be invitedto attend
the next meeting to provide Inputon technology services available to trustees.
Trustees received an agenda for the orientation session.Director B.Tucker advised that senior
administrationwere Invited to the dinner butwere not required to attend the 5:00 p.m.session.
Student trustees were also welcome to attend the dinner and orientation session that followed.
6.OTHER BUSINESS
a.TVPIC Email re:Financial Oversight
Trustee Grant advised that the Thames Valley Parent InvolvementCommittee (TVPIC)has
requested that the Board reviewhow parent-generated funds are handled. Itwas agreed to
seek clarification from Exec. Supt. B.Greene.Updated information will be providedforthe
School Council handbook and communicated to TVPIC.Chair Roberts will advise the
President of TVPIC.The matter will also be discussed with the Executive Council at its next
meeting.
b.Elementary Report Card
Tnjstee Bennett spoke to the revised elementary report card suggesting that trustees be
apprised of the revisions. It was noted that Itis a progress report and suggested that a
presentation be given to the trustees by the Superintendent of IT at the November 9 Board
meeting.
c.Board Committee Membership for 2010-11
It was confirmedthat committee membership for 2010-11 will be considered by trustees at a
meeting following the December 1 election of officers in the Governor Simcoe Room.
Information will be forwarded to the returning trustees following the October25 municipal
election and presented to the new trustees at the November 9 Orientation session.
7.DATE AND TIME OF NEXT MEETING
The following meetings were scheduled for 9:00 a.m.:
Novembers,17
f
-15-
14.REPORTS OF COMMITTEES -confd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
8.ADJOURNMENT - The meeting adjourned at 12:30 p.m. by motion.
RECOMMENDATIONS:none
T.ROBERTS
Chairperson
e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2010 OCTOBER 26
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett (Chair)P.Jaffe B.Tucker V.Nielsen
J.Daniels B. Murray K.Dalton M.E.Smith
8.Doub S.Peters L.Elliott B.Sonier
F.Exiey (6:20) S. Polhill(5:40)B.Greene P.Tufts
T.Grant T.Roberts M.Sereda K.Wilkinson
G. Hart (5:10)J.Stewart C.Bourbonnais-K.Bushell
W.Huff MacDonald S.Christie
K.Edgar R.Hoffman
Regrets:P.Sattler,L.Griffith-Jones D.Rajala
R.Tisdale S.Hughes K.Young
M. Moynihan S.Young
The Committee met in camera from 5:00 p.m. to 6:20 p.m.
1. APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential iegai,property and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved at 6:20 p.m.and carried.
RECOMMENDATION:
That the motions approved In the in-camera session of October 26,2010,related to the sale of
Board properties be approved.
JOYCE BENNETT
Chairperson
The recommendation was approved on motion of J.Bennett,seconded by J.Stewart.
-16-
15.COMMUNICATIONS
a.Chair's Summary Update
Board Chair T.Roberts provided an update on his activities over the past two weeks,which
included:
-attended the student musical presentation "Anything Goes"at Theatre London;
-attended the SEA meeting on October 4;
-joined Trustee Hart at D.l\/I.Sutherland P.S.to celebrate capital improvements then
went on to visit Springbank P.S.in Woodstock;
extended greetings on behalf of the Board to graduates at Central Secondary School's
commencement ceremonies;
-joined Trustees Stewart and Bennett at the re-dedication of College Avenue S.S.in
Woodstock;
-joined Trustees Grant and Exiey for the groundbreaking celebrations at Edward St.and
Locke's P.S.in St.Thomas;
attended the official opening of Stoney Creek P.S. on October 18;
participated in the First Nations Committee meeting on October 19;
brought greetings on behalf of the Board at the Director's Forum on Parent Involvement
held at the Best Western Lamplighter Inn in London;
-took part In the re-dedication of Lambeth P.S.on October 21 with Trustee Bennett;
attended on October 22, the H.B.Beal S.S.3"*Annual Gala featuring specialist high
skills majors of performing arts;
-will be returning to H. B.Beal for the graduation ceremony this week Friday;
meeting withthe Oxford County Council members this Wednesday along with Director
B.Tucker to explore the signing of an agreement similar to that signed with Middlesex
County Council members;
-attended the Saunders S.S.Award Ceremony this Thursday;
-will be meeting with Director Tucker and local media to discuss students and poverty
this week to informthem about the partnerships in existence to help address this Issue -
will report back to the Partnership Committee.
b.Ontario Public School Boards'Association -Update -none.
0.Ministry of Citizenship &Immigration re Grant for Adult Non-Credit Training Program
A letter from Ministerof Citizenship and Immigration Dr. Eric Hoskins was received
regarding a grant awarded to TVDSBfor the delivery of Adult Non-Credit Language Training
Program for the 2010-2011 school year.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
a.Trustee J.Stewart re Commencement Photography
RECOMMENDATION
Moved by J.Stewart,seconded by T Grant
Be itresolved that Senior Administration report to the Board on the costs and feasibility of
establishing a practice of using TVDSBstaff to photograph graduates at secondary school
commencement exercises.
Following a discussion on the matter, the motionwas withdrawn.Staff indicated they would
canvass secondary school principals to determine how they currently handle students being
photographed at commencement ceremonies.
18.ADDITIONAL ITEMS -none
r"'
V
-17-
19.QUESTIONS/COMMENTS BY MEMBERS
Trustee F.Exiey,who did not seek re-election inthe recent municipal elections,congratulated
trustees who were successful and wished them much success during their upcoming four-year
term.
Trustee S.Peters paid tribute to a former TVDSB student from Strathroy,Professor Jeanie
Brodie.who Is now a political scientist and a recent recipient of the Trudeau Fellowship Prize
($225,000). The award will assist her withher research and focus on provincial anti-poverty
strategies.
20.ADJOURNMENT
The meeting adjourned at 10:00 p.m. on motion of J.Stewart,seconded by W. Huff.
CONFIRMED
T.Roberts,Chair of the Board
-18-
SUMMARY OF RECOMMENDATIONS FROM THE OCTOBER 26,2010,BOARD MEETING
-That the motions approved in the in-camera session of October 26,2010,related to the saie of Board
properties be approved.
f ^